Service Administrator

Role Overview

The Service Administrator is key to managing daily service administration activities, ensuring accurate maintenance of records, and seamless customer and workshop coordination. As part of our Specialized Sports Equipment team in Dubai, you'll work in an ONSITE environment supporting fleet operations and delivering a high level of customer service. This position requires excellent communication, strong administrative skills, attention to detail, and proficiency with computer systems, including Microsoft Dynamics or similar platforms.

Responsibilities

• Handle incoming and outgoing calls, customer enquiries, service bookings, estimates, approvals, and follow-ups.
• Coordinate service appointments and communicate vehicle status, repair updates, and collection arrangements to customers.
• Create and maintain job cards, customer and vehicle records, service requests, and related documentation.
• Monitor open job cards and work in progress (WIP), following up with relevant teams to avoid delays.
• Provide back-end administrative support for fleet operations, including service coordination, job tracking, documentation, and follow-up with relevant teams.
• Prepare and submit weekly fleet operations reports covering service activities, vehicle status, pending jobs, and other relevant operational updates.
• Prepare service quotations, invoices, reports, and other administrative documents as required.
• Use Microsoft Dynamics or other business systems to track job status, review data, and support daily reporting.
• Identify missing information, data discrepancies, and system errors, escalating issues to the supervisor.
• Coordinate with technicians, service advisors, parts staff, fleet operations, and management to support efficient workshop operations.
• Maintain organized digital and physical records while ensuring the confidentiality of customer and company information.
• Follow up on pending approvals, estimates, parts updates, and delayed jobs.
• Support process improvements and perform other service-administration duties assigned by management.

Must have requirements

• 3 years of experience in service administration, customer service, telecalling, or automotive aftersales.
• Fluent spoken and written English with professional telephone and email communication skills.
• Good computer skills, including Microsoft Office, spreadsheets, email, and business systems.
• Knowledge of Microsoft Dynamics or similar ERP/service-management systems is an advantage.
• Strong analytical, organizational, and administrative skills with high attention to detail.
• Ability to prepare reports, review service data, identify discrepancies, and follow up on pending tasks.
• Good customer-service, problem-solving, teamwork, and coordination skills.
• Ability to prioritize tasks and manage multiple responsibilities in a busy service environment.
• Proactive, dependable, work-oriented, and committed to accuracy and timely completion of tasks.
• Diploma or equivalent qualification in Business Administration, Office Administration, or a related field is preferred.
• Experience with service bookings, job cards, customer follow-ups, documentation, and report preparation is preferred.
• Experience in fleet service administration or fleet operations support is an advantage.
• UAE experience in automotive, motorcycle, or power sports service operations will be an advantage.

Nice to have requirements

• Professional, polite, and customer-focused, with confidence in handling customer communication.
• Responsible, punctual, organized, and detail-oriented.
• Able to coordinate effectively with different departments and follow up on pending tasks.
• Committed to company procedures, service quality, accurate records, data confidentiality, and timely reporting.
• Willing to learn new systems and adapt to changing business requirements.